Executive Assistant - A1398988CHI-PERM-4658

Beacon Hill Staffing Group - Chicago, IL

Full-time

Chicago, IL

Administrative and Support Services

About the position

The Administrative Assistant will provide essential support to the Chief Information Officer (CIO) of a prestigious global firm. This role is designed for a highly organized and proactive individual who thrives in a fast-paced environment, taking initiative to ensure smooth operations within the department. The position involves managing complex administrative tasks, coordinating logistics for meetings and events, and handling confidential matters with discretion, making it a critical role in supporting senior leadership.

Responsibilities

• Manage the CIO's calendar and coordinate travel arrangements.
• Prepare correspondence and assist with expense reports and confidential record-keeping.
• Prepare materials for CIO and IT director meetings, assist with agenda creation, and ensure smooth meeting logistics.
• Follow up on action items and collaborate with facilitators to finalize meeting minutes.
• Manage requisitions and process invoices through the firm's procurement system.
• Help maintain accurate departmental records, including organizational charts and email distribution lists.
• Act as a primary point of contact for internal departments and external vendors/clients.
• Proofread and edit documents for accuracy, grammar, and clarity.
• Assist with office moves, facility requests, and IT-related equipment needs for meetings or department events.
• Work closely with other administrative assistants to support the broader team and collaborate on projects.

Requirements

• Bachelor's degree preferred.
• Proficiency in Microsoft Office Suite (Word, PowerPoint, Excel).
• Minimum 5 years of experience providing administrative support to executives in a fast-paced environment.
• Strong initiative and excellent attention to detail.
• Ability to manage multiple high-priority tasks with competing deadlines.
• Exceptional interpersonal and communication skills.
• Ability to maintain discretion and confidentiality in handling sensitive information.